What are the responsibilities and job description for the Lead Medical Support Assistant position at Charlie Norwood VA Medical Center?
This position is located within the Veterans Health Administration (VHA), VISN 7, VA Augusta Health Care System (VAAHCS), serving as the Lead Medical Support Assistant (Non-PACT) for either the Emergency Department (ED) and the Inpatient Ward Department. The Lead MSA serves as the lead clerk for all MSAs in these high-acuity, fast-paced clinical environments and is responsible for carrying out a wide variety of administrative and technical duties in direct support of patient care operations.
Basic Requirements:
Grade Determinations:
The Lead MSA [is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. The Lead assists the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments at this level include, but are not limited to: ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.] For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.
Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate [all of] the KSAs below:
Preferred Experience:
Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.
The full performance level of this vacancy is 7.
Physical Requirements: The work of this position is primarily sedentary in an office setting, primarily while seated working closely with others or alone. There may be some walking, standing, bending, kneeling, lifting no more than 35 pounds, reaching above shoulder, driving an automobile, etc. The work environment typically involves everyday risks or discomforts which require normal safety precautions typical of a medical office and/or meeting or training room.
VA Careers - Lead Medical Support Assistant: https://youtube.com/embed/UJO_XH5uCLs
Total Rewards of a Allied Health Professional
Typical duties may include, but are not limited to:
The Lead MSA (Non-PACT) coordinates the activities and workflow of Advanced and full-performance MSAs in interdisciplinary ED and inpatient settings. The lead MSA is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for the daily workload assessments, assigning work, assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provider support across interdisciplinary settings. The Lead assists the unit with complex and non-standards procedures, including clinical flow processes related to access to care across multiple clinics, specialties and/or community resources. Assignments at this level include but are not limited to ensuring accurate and timely scheduling of appointments; providing guidance to staff members, including changes in policies and procedures; creating and maintaining employee work schedules; acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflict. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity difficulty and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.
Conducts daily workload assessments, assigns responsibilities, ensures proper staffing coverage, evaluates training records, identifies training needs, provides direct training, guides staff on policies, creates schedules, and liaises among teams to resolve operational issues.
Ensures timely and accurate scheduling across ED observation, inpatient consults, add-ons, walk-ins, RTC orders, VAOS, and recall systems. Reviews daily accuracy of RTC, VAOS, encounters, and insurance capture.
Ensures documents are scanned to CPRS, manages calls professionally, participates in huddles and meetings, monitors staffing, and assists in contingency planning.
Reviews MSA work for accuracy, ensures proper use of systems, prevents delays in care by addressing workflow gaps, and ensures scanning procedures are completed daily.
Work Schedule: Monday- Friday 7:30am - 4:00pm or 8:00am - 4:30pm.
Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #:62008F
Permanent Change of Station (PCS): Not Authorized
Qualifications:
Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.Basic Requirements:
- United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
- English Language Proficiency: Applicants appointed to direct patient care positions must be proficient in spoken and written English.
- Experience: Six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; or
- Education: A high school diploma with desire for some post high school education OR
- Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.
Grade Determinations:
The Lead MSA [is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. The Lead assists the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments at this level include, but are not limited to: ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.] For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.
Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate [all of] the KSAs below:
- Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources.
- Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
- Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
- Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff.
- Ability to provide staff development and training.
Preferred Experience:
- Demonstrated experience providing leadership, guidance, or daily direction to MSAs or AMSAs.
- Experience assigning, balancing, and monitoring workload, including managing coverage during absences or high volume periods.
- Skill in training, mentoring, onboarding, and conducting competency checks for administrative staff.
- Strong communication skills with clinical providers, nursing, leadership, and administrative departments.
- Familiarity with ICB Insurance Capture Buffer system.
- Experience in scheduling, encounter resolution, and ensuring compliance with VHA scheduling policies.
Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.
The full performance level of this vacancy is 7.
Physical Requirements: The work of this position is primarily sedentary in an office setting, primarily while seated working closely with others or alone. There may be some walking, standing, bending, kneeling, lifting no more than 35 pounds, reaching above shoulder, driving an automobile, etc. The work environment typically involves everyday risks or discomforts which require normal safety precautions typical of a medical office and/or meeting or training room.
Responsibilities:
VA Careers - Lead Medical Support Assistant: https://youtube.com/embed/UJO_XH5uCLs
Total Rewards of a Allied Health Professional
Typical duties may include, but are not limited to:
The Lead MSA (Non-PACT) coordinates the activities and workflow of Advanced and full-performance MSAs in interdisciplinary ED and inpatient settings. The lead MSA is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for the daily workload assessments, assigning work, assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provider support across interdisciplinary settings. The Lead assists the unit with complex and non-standards procedures, including clinical flow processes related to access to care across multiple clinics, specialties and/or community resources. Assignments at this level include but are not limited to ensuring accurate and timely scheduling of appointments; providing guidance to staff members, including changes in policies and procedures; creating and maintaining employee work schedules; acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflict. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity difficulty and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.
Conducts daily workload assessments, assigns responsibilities, ensures proper staffing coverage, evaluates training records, identifies training needs, provides direct training, guides staff on policies, creates schedules, and liaises among teams to resolve operational issues.
Ensures timely and accurate scheduling across ED observation, inpatient consults, add-ons, walk-ins, RTC orders, VAOS, and recall systems. Reviews daily accuracy of RTC, VAOS, encounters, and insurance capture.
Ensures documents are scanned to CPRS, manages calls professionally, participates in huddles and meetings, monitors staffing, and assists in contingency planning.
Reviews MSA work for accuracy, ensures proper use of systems, prevents delays in care by addressing workflow gaps, and ensures scanning procedures are completed daily.
Work Schedule: Monday- Friday 7:30am - 4:00pm or 8:00am - 4:30pm.
Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #:62008F
Permanent Change of Station (PCS): Not Authorized
Salary : $417